Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

Leave Report for Overtime-Exempt (Excepted) Classified Employees

Overtime-exempt civil service and collective bargaining unit employees
report leave on the Leave Report for Classified Employees. (NOTE: This
form will be referred to as the Classified Leave Report for the remainder
of this section.) See 60.57
for leave rules.

Report time loss which is the result of an occupational illness or
disease.

Official Leave Record

Employing departments retain each employee's official leave file for
the term of the employee's employment.

Official File

The employee's official leave file includes the Classified Leave Report
and other records reflecting the employee's leave history, e.g., requests
for leave without pay, reports of disability, requests for bereavement
leave.

Dual Appointment

For employees with dual appointments, each employing department maintains
a separate leave file. One of the departments is designated as the home
department. The home department maintains leave accrual information.

Transfers

If an employee transfers to another WSU department, the former department
prepares a Classified Leave Report for the time the employee served in
the department, if any, in the month, and forwards the employee's official
leave file to the new employing department.

Midmonth Old Department

Prepare a partial Classified Leave Report for the current month through
the employee's last day. State in Comments, "Transferred to
(name of new department) on (date of employee's first day in
new department)." Do not post the leave earned or the accrual
balances unless paying off accumulated compensatory time.

Route the signed Classified Leave Report and the employee's leave report
file to the new department.

Midmonth New Department

Prepare a partial Classified Leave Report from the employee's first
day in the department through the end of the month. State in Comments,
"Transferred from (name of old department) on (date of employee's
first day)." Post the leave earned and the accrual balances for
the entire month.

File both signed partial Classified Leave Report forms.

Compensatory Time

The departments must resolve disposition of compensatory time. Compensatory
time may be transferred, with the approval of the new department, or paid
off by the old department.

Terminating WSU Employment

Attach the Payroll and Human Resource Services copies
of the Classified Leave Report form to the Personnel Action Form which
terminates employment. Send the employee's official leave file to Human
Resource Services.

Previous State Employment

HRS requests leave information from the former state employer if a new
employee has previous state of Washington service. See 60.19.

An alternate leave record may be substituted for the Classified Leave Report if HRS
approves the alternate leave record prior to department use.

HRS maintains a record of all units requesting and using alternate leave records. HRS
also maintains a copy of the alternate leave record used by each requesting unit.

COMPLETING THE FORM

The following numbered instructions correspond to numbered sections
on form exhibit in the PDF version of page 60.62.4.
Also see the examples in the PDF version of pages 60.62.10-11.
Unexplained form sections are considered self-explanatory.

Enter identifying information at the top of the form.

WSU ID Number 1

Enter the employee's WSU ID number on each Classified Leave Report.

Name 2

Enter the employee's complete name.

Month, Year 3

Enter the month and year of the recorded leave.

Title/Title Code 4

Enter the job classification title and job class code from the latest
Personnel Action, online HEPPS, the current Civil Service Classification
Schema, or the appropriate collective bargaining unit agreement.

% FTE 5

Enter the percent of FTE. Refer to the Personnel Action or the online
HEPPS application.

Term (Months) 6

Enter the number of months per year the employee is expected to work.
Refer to the Personnel Action or the online HEPPS application.

Leave Hours Taken 7

Enter leave hours taken under the appropriate days of the month. See
60.57 for civil service
leave regulations. For collective bargaining unit leave rules, refer to
the appropriate collective bargaining unit agreement.

NOTE: The source of funding at the time of leave accrual does not restrict
when leave may be used unless the exception is noted in Remarks
on the Personnel Action Form. See 60.25
for Personnel Action Form instructions.

Annual Leave 8

Record annual leave hours taken under the appropriate dates and enter
the total Annual Leave hours.

Sick Leave 9

Record sick leave hours taken under the appropriate dates and enter
the total Sick Leave hours.

Comp Time Off 10

Record hours of compensatory time off taken under the appropriate dates
and enter the total hours of Comp Time Off.

NOTE: Overtime-exempt (excepted) employees do not accrue compensatory
time. However, the employee may use compensatory time accrued while in
an overtime-eligible position.

Leave Without Pay 11

Record hours of leave without pay (LWOP) taken under the appropriate
dates and enter the total hours of Leave Without Pay.

Telephone or send an electronic mail message to Payroll Services
to report information about LWOP occurring too late to meet the Payroll
Documents Calendar deadline. Follow up the telephone call or e-mail message
by sending the Payroll and Human Resource Services copies of the Classified
Leave Report to Human Resource Services. Enter the Payroll Services contact
in Comments and include the dates and hours of LWOP.

Beginning LWOP

First Half of Month

In Comments, enter, "LWOP due to (enter reason) from
(first date of absence) to (date of return)." Copy the
Classified Leave Report. Send two signed copies to Human Resource Services.
Submit the Payroll and Human Resource Services copies of
the Classified Leave Report which reflect the month's activity to Human
Resource Services prior to payroll cutoff. See 55.04
for payroll document scheduling information.

Second Half of Month

In Comments, enter, "LWOP due to (enter reason) from
(first date of absence) to (date of return)." Submit
the Payroll and Human Resource Services copies of the Classified
Leave Report which reflect the month's activity to Human Resource Services.

Leave Period Unknown

Record hours taken under the appropriate dates and the total for the
pay period under total hours. Estimate a date that the leave period will
be completed. In Comments, enter, "LWOP from (first date
of absence) until (estimated date)." If that date arrives
and the leave period must be extended, complete another Classified Leave
Report using the same instructions. Do not indicate that leave is until
further notice. Prepare and route the Payroll and Human Resource
Services copies of a Classified Leave Report to return the employee
to pay status when the employee returns.

Ending LWOP

Enter in Comments, "Returned from LWOP on (date)."
Indicate whether this return date is a confirmation or a correction of
the date reported when the employee went on leave without pay.

See 60.30
to extend appointments for cyclic year employees accepting additional work
during scheduled periods of LWOP.

Record the hours worked on a Time Report. Payroll uses this form to
compute the employee's pay.

Enter in Comments, "Extended Cyclic Year Appointment."

Route the Payroll and Human Resource Services copies of
the Time Report to Human Resource Services.

Personal Holiday 12

Enter hours for a day taken as personal holiday on the Personal Holiday
line under the appropriate date.

Holiday 13

Enter hours for holidays under the appropriate dates. See 60.76
for official University holidays.

Bereavement 14

Record leave taken under the appropriate dates and enter the total hours
used for Bereavement Leave.

Enter the relationship of the deceased family member in Comments.

Training Leave 15

Record leave taken for personal or professional development. See 60.72. (NOTE: Do not record
hours taken to attend academic courses.)

Civil Leave 16

Record the leave taken under the appropriate dates and enter the total
hours.

Military Leave 17

Record leave taken under the appropriate dates and enter the total hours.

Provide a copy of military orders to the employing official and attach
a copy to the Classified Leave Report.

Shared Leave 18

Human Resource Services maintains the Classified Leave Reports for employees
during the time the employees are receiving or using shared leave. Human
Resource Services (HRS) records shared leave hours taken under the appropriate
dates and enters the total hours. HRS retains copies and sends the original
leave reports to the employing departments. See 60.57.

Bargaining Unit 19

Enter the number of the bargaining unit and enter hours used for contractual
union training time under appropriate dates.

Balances 20

Previous Balance

Enter the previous balance of annual leave, sick leave, shared leave,
and compensatory time from the prior month's Classified Leave Report or
from the report of previous state employment.

Subtract Hours Used

Enter the number of hours of annual leave, sick leave, or compensatory
time used during the month.

Shared Leave Used

HRS enters hours of shared leave used during the month.

Subtract Donated Hours

Enter the number of hours of annual leave which have been donated to
a fellow WSU employee under the shared leave program.

Add Hours Earned or Shared Leave Received

Enter hours of annual leave and sick leave earned for the month. See
60.57 for an accrual
table for civil service annual leave.

Shared Leave Received

HRS enters hours of shared leave contributed by other WSU employees.
See 60.57.

Calculate and enter the current balance. The previous balance, minus
hours taken, plus hours earned or received equals the current balance which
is effective the first day of the following month.

Maximum Accruals

If the employee elects to exceed the 240 hour maximum for annual leave
hours, enter "Excess annual leave has been accrued voluntarily"
in Comments.

If use of leave over the 240 hour maximum is deferred by a "Statement
of Necessity," enter, "Use of excess annual leave has been deferred"
in Comments. Refer to 60.57
regarding maximum accrual of annual leave.

See 55.49
for instructions regarding annual leave balance at separation.

Administrative Corrections

This space is used by HRS to correct the report. HRS notifies employees
and departments when balances are corrected.

Comments 21

Enter anything not otherwise provided for that affects the pay of the
employee. If appropriate, comments may include:

Time lost for on-the-job or work-related injury/illness, the date the
injury/illness occurred and dates and hours lost as a result.

Indicate adjustments to leave balances such as a restoration of sick
leave after a determination that the leave was due to a job-related injury
or illness, or a loss of excess annual leave.

Separation date and a notation that the employee is separating.

Hours of compensatory time to be paid off and the specific months the
compensatory time hours were earned.

Leave without pay and estimated date of return. If leave without pay
was telephoned to Payroll Services, report the call including the date.
Also note dates and hours reported.

Transfers between departments.

The relationship of a deceased family member.

Signatures/Approvals

The signature or approval must be applied personally by the indicated
individual. Facsimile or substitute signatures, e.g., signature stamps,
are not acceptable.

Certification 22

The employee certifies the report by signing and dating the form.

Supervisor's Signature 23

The employee's supervisor verifies, signs, and dates the report. If
the supervisor is absent or otherwise not available, the responsible officer
at the next supervisory level (i.e., the supervisor's supervisor) verifies,
signs, and dates the report.

Administrative Approval 24

Required if supervisor's signature is not present.

HRS highly recommends that a representative of the department or area
administrative staff review the Classified Leave Report information for
accuracy. HRS notifies the appropriate vice presidents, deans and/or
appointing authorities of repeated time reporting errors uncovered during
audits. HRS reports serious and repeated concerns to the Internal Auditor's
Office.

HRS may require an area/department to establish an administrative review
for repeated and persistent errors.

ROUTING

Route the Classified Leave Report as follows:

Give the pink copy to the employee.

File the white copy in the employee's official leave file.

Route a copy to HRS when the employee takes eight hours or more of
leave due to an occupational illness or injury.

If the employee activity includes any of the following, route the canary
and/or goldenrod copies as indicated. Comply with the deadlines on the
Payroll Documents Calendar. Make copies when the report is submitted midmonth.

See the routing chart below.

Circumstance

Human Resource Services

Payroll Services

Payment for unused sick leave

Canary

Comp time payoff

Canary

Leave without pay

Canary and goldenrod*

Payment for comp time (overtime)

Canary

Hazardous conditions pay

Canary

Any hours of time loss due to an occupational injury or
disease
(See SPPM 2.24.)